Administrative & Office Coordinator

Prada Group; New York (NY); On-site; USD 75,000 - 90,000; Full time

Job summary

Prada Group in New York is seeking an Office Coordinator to oversee the Corporate Office's daily operations and coordinate with the Executive Office, local teams, and external partners. You will supervise the receptionist and administrative staff, manage calendars and meetings, and drive process improvements to ensure a professional, efficient workplace aligned with our global standards.

The role offers a dynamic, international environment with exposure to cross-functional initiatives within a

Qualifications

• Prior experience in office management or executive support.
• Experience supervising administrative teams preferred.
• Strong organizational skills with multiple priorities.
• Excellent communication and interpersonal skills.
• Ability to work independently and anticipate needs.

Responsibilities

• Maintain close communication with Executive Office Leadership, providing updates on office operations, priorities, and ongoing initiatives.
• Act as a liaison between the local Corporate Office and Italian Headquarters, ensuring effective communication and coordination.
• Coordinate office operations and ensure a professional, organized, and efficient working environment.
• Partner with Facilities and external vendors to support office improvements, maintenance needs, and workplace initiatives.
• Identify opportunities to improve office processes, workflows, and employee experience, and support the implementation of new procedures.
• Coordinate office-related projects and provide administrative support as needed, including scheduling meetings, maintaining calendars, conducting research, and preparing reports.
• Support the planning and coordination of corporate meetings, events, and office initiatives.
• Ensure office policies, procedures, and operational standards are properly followed.

Skills

Office management

Team supervision

Executive coordination

Communication skills

Calendar management

Tools

Microsoft Office Suite

CRM systems

Job description

Founded in 1913 in Italy, the Prada Group was built on a tradition of excellence and with a vision of innovation. The Group, a world leader in the luxury sector, operates in more than 45 countries with the PRADA, Miu Miu, Versace, Church’s, Car Shoe and Luna Rossa brands, and has employees of over 100 nationalities.

Job Summary / Purposes

The Office Coordinator is responsible for the overall coordination and operational support of the Corporate Office, ensuring an efficient, organized, and well-functioning workplace environment. This role serves as a key point of contact between the Executive Office, employees, local teams, and external partners, facilitating communication, coordination, and the execution of office-related initiatives.

The Office Coordinator will provide administrative support to the Executive Office Leadership, oversee office processes, identify opportunities for improvement, and ensure alignment with business needs. This role will also supervise and support the receptionist and administrative resources, ensuring appropriate coverage and effective daily operations.

Responsibilities

Office Coordination & Operations

• Maintain close communication with Executive Office Leadership, providing regular updates on office operations, priorities, and ongoing initiatives
• Act as a liaison between the local Corporate Office and Italian Headquarters, ensuring effective communication and coordination
• Coordinate office operations and ensure a professional, organized, and efficient working environment
• Partner with Facilities and external vendors to support office improvements, maintenance needs, and workplace initiatives
• Identify opportunities to improve office processes, workflows, and employee experience, and support the implementation of new procedures
• Coordinate office-related projects and provide administrative support as needed, including scheduling meetings, maintaining calendars, conducting research, and preparing reports
• Support the planning and coordination of corporate meetings, events, and office initiatives
• Ensure office policies, procedures, and operational standards are properly followed

Executive Office Support

• Provide administrative support to Executive Office Leadership on various projects and priorities
• Assist with coordination of internal communications and office announcements
• Support cross-functional collaboration between departments and ensure timely follow-up on assigned actions
• Serve as a resource for employees regarding office procedures, resources, and general inquiries

Team Supervision & Administrative Support

• Supervise, coordinate, train, and support the receptionist and administrative resources on their daily responsibilities
• Ensure receptionist coverage is aligned with business needs and communicate any changes or operational concerns to Executive Office Leadership
• Delegate and coordinate administrative tasks based on business priorities
• Provide guidance and support to ensure consistent service levels and a professional office experience

Qualifications / Requirements

• Prior experience in office management, office coordination, executive support, or a similar administrative leadership role
• Experience supervising or coordinating administrative teams preferred
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent communication and interpersonal skills with the ability to interact professionally with executives, employees, and external partners
• Ability to work independently, anticipate needs, and proactively resolve issues
• Strong attention to detail and problem-solving skills
• Ability to manage projects, coordinate resources, and improve processes
• Proficiency in Microsoft Office Suite and office management systems
• Regular attendance and punctuality

Compensation

The annual salary range for this position may vary from $75,000 - $90,000, and if applicable, may be eligible for bonuses and other incentive opportunities. The rate of pay offered may vary depending on job-related knowledge, skills, and experience.

Joining our Company means working in a creative and international environment, with teams of people motivated by curiosity and the quest for excellence. The engine of our success is the importance and value that we place on the talent and passion of our people leading to their own professional growth.

Prada Group promotes an inclusive work environment, ensuring equal opportunities for all candidates, regardless of gender, ethnicity, sexual orientation, disability, or other personal characteristics. We believe that diversity is a value and we are committed to build a fair and respectful workplace for all.